Procedures

The Procedures section is part of the area dedicated to prevention actions for each project office.

From the Actions menu, select the Procedures submenu, which has two levels:

• Procedures: define the set of procedures for the office.
• Reports: define the schedule of reviews or renewals of those procedures through the creation of reports.

In the Procedures section you can also:

• Register an existing certificate (e.g., to monitor the expiration of a current procedure or one that you don’t wish to schedule).
• Schedule a report.
• Log the outcome of a report, generating a review certificate.
• Generate a certificate or upload an external one.

Add a New Procedure

Tip

Procedures can relate to any company activity, process, or document that requires regular review or verification (e.g., grounding checks, periodic review of the Risk Assessment Document, or environmental surveys for specific risk assessments).

1. Click New at the top left to select the procedure type to add.
2. Choose between Standard Procedures or create a Custom Procedure. In this example, we’ll add a custom procedure called Noise Measurement.
3. Click Save.

Manage a Procedure

You can manage a procedure from either the Tab view or the Procedure sheet.

• The Details tab displays key information about the procedure:
• Name
• Description
• Validity, i.e., the time interval between one review and the next.
• Assigned “Manager”, “Responsible person”, and “Observer” for the procedure.

Use the ”+” button to assign either people from the office or roles defined in the office’s “Safety Organization Chart”. You can assign multiple people or roles to the same task. These assignments are automatically inherited by scheduled reports for the same procedure.

Caution

Only users who are registered as Project Users can receive notifications as “Manager”, “Responsible person”, or “Observer”. Each user can customize their notification settings in their Preferences.

• The Recipients tab shows the entities and people involved in the procedure.
• The Reports tab displays a chronological list of past reviews.
• The Resources tab lists all elements whose risks will be mitigated by the procedure.
• The Attachments tab allows you to:
• Link to an existing file in the “Files” section.
• Upload a new file.

Add Recipients and Resources to a Procedure

In the Recipients and Resources tabs, associate the relevant Work Phases for which you have certified measurements (or the office, if a single measurement is valid for all environments). These may depend on the job role, area, equipment used, or specific work phase.

1. Click on Recipients.
2. Click New.
3. Select the procedure recipient from the available categories (hold Shift to select multiple), then click Save (e.g., all work phases affected by the noise risk).
4. If needed, add recipients from other categories.
5. All recipients are now listed with their certificate status:

• “New” until processed.
• “Valid” or “Expired”, based on the associated certificate’s validity.

You can then:

1. Register a certificate using the “Guided Procedure” for bulk certificate creation.
2. Schedule a new report or enroll a recipient in a report, and log the outcome.

Register a Certificate

If you don’t want to schedule a report, or if you want to track the expiration of a procedure in progress, you can manually create a certificate. You can do this from the Procedure sheet or the Procedures menu.

1. Go to Procedures.
2. Select the desired procedure.
3. Assign the appropriate Recipients.
4. Go to “Guided Procedures” and select “Bulk Certificate Creation”.
5. Select the recipients involved.
6. Click Next and enter the certificate details, then click Confirm.
7. Click Finish. The certificate dates are now saved in the schedule, and notifications will be triggered if configured.

To attach the actual certificate file, open the related Work Phase, then from the Certificates tab, open the newly created certificate and upload the file in the Attachments tab.

Associate Resources

You can associate resources from the Procedure sheet or from the Reports tab within the “Procedures” menu in “Actions”. Here you can link all office elements for which this procedure helps mitigate risks. You can choose from:

• Job task
• Role
• Equipment
• Environment
• Substance
• Work phase
• PPE
• Office

Click Next to see a list of previously registered resources. Select the resource to associate and click Confirm. A confirmation message will appear. Then click Finish.

Tip

Linking a procedure to a Work Phase allows you to assess its impact on the associated risks.